IFB S000000053~1.pdf

Solicitation Number S000000053

STATE OF ARKANSAS

DEPARTMENT OF TRANSFORMATION AND SHARED SERVICES

OFFICE OF STATE PROCUREMENT

501 Woodlane St., Ste. 220 Little Rock, Arkansas 72201-1023

INVITATION FOR BID

SOLICITATION DOCUMENT

SOLICITATION INFORMATION

Solicitation Number:

S000000053 Solicitation Issued:

October 15, 2021

Description: HVAC Chillers

Department: Arkansas Division of Correction

SUBMISSION DEADLINE AND DELIVERY OF RESPONSE DOCUMENTS

Bid Opening Date: November 3, 2021 Bid Opening Time: 2:00 P.M., Central Time

Bid responses for this Invitation for Bid must be submitted through ARBuy, the State’s eProcurement system.

It can be accessed at https://arbuy.arkansas.gov. Bids received after the submission deadline may be rejected as untimely. See section 1.2 for information regarding Live Bid Openings.

TSS OFFICE OF STATE PROCUREMENT CONTACT INFORMATION

TSS OSP Buyer: Julia Shackelford Buyer’s Direct Phone Number: 501-371-6079

Email Address: Julia.shackelford@arkansas.gov TSS OSP’s Main Number: 501-324-9316

TSS OSP

Website:

https://www.transform.ar.gov/procurement/ https://arbuy.arkansas.gov/ mailto:Julia.shackelford@arkansas.gov https://www.transform.ar.gov/procurement/

SECTION 1 – REQUIREMENTS

• Do not provide responses to items in this section unless specifically and expressly required.

1.1 INTRODUCTION

This Invitation for Bid (IFB) is issued by the TSS Office of State Procurement (TSS OSP) on behalf of the Arkansas Division of Correction (ADC) to obtain pricing and a contract for two (2) chillers for the Ouachita River Unit located in Malvern, AR.

This IFB is for materials only. ADC will be responsible for the concrete slab and installation of the chillers.

Direct all questions, comments, or concerns you may have regarding this solicitation to the TSS Office of State Procurement, not the Arkansas Division of Correction.

1.2 LIVE BID OPENING

Use the information below to view the bid opening online.

Zoom Meeting Link:

https://arkansas-gov.zoom.us/j/82487060390?pwd=OW9DRWNiclRZQVBkMUpzRG4wRVB3Zz09

Meeting ID: 824 8706 0390 Meeting Password: 768708 Dial-In Information: 877 853 5257 US Toll-free 888 475 4499 US Toll-free

1.3 CLARIFICATION OF SOLICITATION

A. Submit any questions requesting clarification of information contained in this Solicitation via the solicitation posting in ARBuy by 11:00 p.m., Central Time on or before October 27, 2021.

1. For each question submitted, Prospective Contractor should reference the specific solicitation item number to which the question refers.

2. Prospective Contractors’ written questions will be consolidated and answered by the State as deemed appropriate. The State’s consolidated written response is anticipated to be posted to the solicitation posting in ARBuy by the close of business on October 28, 2021. If Prospective Contractor questions are unclear or non-substantive in nature, the State may request clarification of a question(s) or decline to answer.

B. The Prospective Contractor should notify the TSS OSP buyer of any term, condition, etc., that precludes the Prospective Contractor from submitting a compliant, Responsive Bid. Prospective Contractors should note that it is the responsibility of the Prospective Contractor to seek resolution of all such issues, including those relating to the terms and conditions of the contract, prior to the submission of a bid.

C. Prospective Contractors may contact the TSS OSP buyer with non-substantive questions at any time prior to the bid opening.

D. An oral statement by TSS OSP will not be part of any contract resulting from this solicitation and may not reasonably be relied on by any Prospective Contractor as an aid to interpretation unless it is reduced to writing and expressly adopted by TSS OSP.

https://arkansas-gov.zoom.us/j/82487060390?pwd=OW9DRWNiclRZQVBkMUpzRG4wRVB3Zz09

1.4 DEFINITION OF TERMS

A. Unless otherwise defined herein, all terms defined in Arkansas Procurement Law have the same meaning herein.

B. “Business Days” means Monday through Friday, 8:00 a.m. to 4:30 p.m. Central Time, excluding State Holidays. A list of Arkansas State Holidays can be found at the following link:

https://www.sos.arkansas.gov/news/state-holiday-calendar/

C. “Prospective Contractor” means a responsible bidder who submits a Responsive Bid in response to this solicitation.

D. “Requirement” means something required.

E. “Responsive Bid” means a bid submitted in response to this solicitation that conforms in all material respects to this IFB.

F. “Shall” and “Must” mean the imperative and are used to identify requirements.

G. Specification” means any technical or purchase description or other description of the physical or functional characteristics, or of the nature, of a commodity or service. “Specification” may include a description of any requirement for inspecting, testing, or preparing a commodity or service for delivery.

H. “State” means the State of Arkansas. When the term “State” is used herein to reference any obligation of the State under a contract that results from this solicitation, that obligation is limited to the Department using such a contract.

I. The terms “Invitation For Bid”, “IFB” and “Solicitation” are used synonymously in this document.

1.5 MANDATORY SITE VISIT

A. Prospective Contractor or one (1) of their representatives shall attend and participate in a mandatory site visit for field measuring. The agency contacts will be Richard Meeks 870-550-0693 or Flora Johnson 870-850-8583.

B. The mandatory site visit will begin at the following location, date, and time:

Arkansas Division of Correction Ouachita River Unit 100 Walco Lane Malvern, AR 72104

Date: October 26, 2021 Time: 10:00 a.m. Central Time

C. Prospective Contractor shall only have one (1) representative participate in the mandatory site visit.

1. Prospective Contractor or one of their representatives shall present a photo id at the front security gate and proceed to the entrance of the building.

D. Upon arrival, the Prospective Contractor or one of their representatives shall sign a sign-in sheet provided by ADC. It is strongly encouraged to arrive early enough to allow time for check in requirements.

https://www.sos.arkansas.gov/news/state-holiday-calendar/

E. Should the Prospective Contractor or their representative arrive at the ADC starting location specified on Attachment A – Mandatory Site Visit Verification Form after the scheduled start time of the mandatory site visit, the Prospective Contractor or their representative shall not be permitted to participate in the mandatory site visit.

1. It is strongly encouraged the Prospective Contractor or one of their representatives drive to the

ADC location prior to the mandatory site visit to allow enough time to arrive at the front gate and receive clearance through security before the mandatory site visit begins.

2. Late arrivals will not be permitted to join the mandatory site visit.

F. Prospective Contractor or their representative shall follow the Centers for Disease Control and Prevention (CDC) guidelines regarding COVID-19 social distancing and facial mask requirements as instructed by ADC staff.

G. Prospective Contractor or their representative shall provide Attachment A – Mandatory Site Visit Verification Form to the ADC personnel for signature upon completion of the mandatory site visit.

H. Prospective Contractor should submit the original, signed Attachment A – Mandatory Site Visit Verification Form with their bid submission but shall provide the signed Attachment A – Mandatory Site Visit Verification Form within a timeframe requested by TSS OSP prior to award of a contract.

I. Should the Prospective Contractor fail to participate in the mandatory site visit at the location, date, and time specified within this IFB for any reason, the Prospective Contractor’s bid will be rejected.

J. Prospective Contractor or their representative present and participating in the mandatory site visit will be given the opportunity to ask questions during the mandatory site visit.

1. Although answers will be provided as a courtesy to all Prospective Contractors in attendance, no oral responses provided by ADC personnel to any question posed at the mandatory site visit will become part of a contract resulting from this solicitation unless the oral response provided is reduced to writing and attached as an addendum to this IFB.

1.6 PRODUCT SPECIFICATIONS

A. Prospective Contractor shall review or purchase the plans and specifications at the following location:

Southern Reprographics 901 W. 7th Street Little Rock, AR. 72201 Phone: 501-372-4011 Website: www.southernrepro.com

Lockeby and Associates Project #20-27

DBA Job #4802110

1.7 CONTRACTOR RESPONSIBILITIES AND REQUIREMENTS

A. Contractor shall provide chillers that meet the plans and specifications as outlined in the specifications book located at Southern Reprographics.

B. Contractor shall provide pallet racking system and all components for complete installation.

C. Contractor shall provide all refrigeration components, piping, insulation, freon, controls, and electrical components.

http://www.southernrepro.com/

D. Contractor shall inspect all materials upon delivery.

E. Contractor shall be responsible for all startup fees, final termination, and inspection after ADC completes the installation of the chillers.

F. Contractor shall provide a manufacture representative on site during installation.

G. Contractor shall provide a full one (1) year standard warranty to include workmanship, material, labor, trip charges, and mileage to be included in bid.

H. Contractor shall respond within 24-hours to make repairs to the chillers.

1.8 SUBMITTALS/CUT SHEETS

A. Upon award, the Contractor shall submit detailed shop drawings and submittals prior to delivery of any equipment, for ADC review and approval.

B. Contractor shall submit shop drawings and submittals to the following address:

ADC/Construction Division Attn: Richard Meeks (Cell 870-550-0693) 7800 Correction Circle Pine Bluff, AR. 71603

1.9 DELIVERY REQUIREMENTS: FOB DESTINATION

A. Contractor shall contact Richard Meeks at 870-550-0693 within 24-hours before delivery of the chillers.

B. Contractor shall notify Richard Meeks at 870-550-0693 of any anticipated delays or plant shutdowns that will affect the delivery requirement.

C. Contractor shall be responsible for any loss or damage that occurs during shipping, prior to the order being received by the agency. All orders must be properly packaged to prevent damage during shipping.

D. The agency requests delivery within sixty days (60) days after approval of submitted drawings. If this delivery schedule cannot be met, the Contractor shall state the alternate number of days required to place the equipment in the agency’s designated location. (See Bid Response Packet.) Failure to state the number of delivery days in the Bid Response Packet, obligates the Contractor to complete delivery by the agency's requested timeframe. Extended delivery dates may be considered when in the best interest of the state.

1.10 DELIVERY LOCATION

A. Contractor shall deliver the two (2) chillers to the following location:

Arkansas Division of Correction Ouachita River Unit 100 Walco Lane Malvern, AR 72104

SECTION 2 – GENERAL INSTRUCTIONS AND INFORMATION

• Do not provide responses to items in this section unless specifically and expressly required.

2.1 TYPE OF CONTRACT

A. As a result of this IFB, TSS OSP intends to award a firm contract to a single Contractor.

B. The anticipated starting date for any resulting contract will be immediately upon award, except that the actual contract start date may be adjusted unilaterally by the State for up to three (3) calendar months. By submitting a signed bid in response to the IFB, the Prospective Contractor represents and warrants that it will honor its bid as being held open as irrevocable for this period.

2.2 CONTRACTOR SELECTION

A. Award will be made to the lowest-bidding, responsible Prospective Contractor.

2.3 RESPONSE DOCUMENTS

A. All bid and pricing responses must be submitted through ARBuy, the State’s eProcurement system.

The system can be accessed at https://arbuy.arkansas.gov.

B. Bid Response Packet

1. The following are bid submission requirements and must be submitted as part of a Prospective

Contractor’s bid response.

a. Signed Bid Signature Page. Signature may be ink or digital. (See Bid Response Packet.)

b. Completed Bid Response Packet, which must be in the English language.

c. Completed Pricing Response in ARBuy. Pricing must be proposed in U.S. dollars and cents.

d. Completed Exceptions Form, if applicable.

2. The following items, which must be submitted prior to a contract award to the Prospective Contractor, may also be included with the Prospective Contractor’s bid response:

a. EO 98-04 Contract & Grant Disclosure Form.

b. Copy of Prospective Contractor’s Equal Opportunity Policy.

c. One (1) original signed Mandatory Site Visit Verification Form. (See Attachment A -

Mandatory Site Visit Verification Form.)

3. DO NOT include any other documents or ancillary information, such as a cover letter or promotional/marketing information.

2.4 ACCEPTANCE OF REQUIREMENTS

A. Unless a Prospective Contractor expressly and conspicuously identifies any exception or exceptions to any of the Requirements in the Requirements Section of this IFB by listing them on the Exceptions Form (See Bid Response Packet), Prospective Contractor understands and agrees its submission of a bid to represent that its bid meets all such Requirements.

B. A Prospective Contractor’s bid may be rejected if the Prospective Contractor takes exception to any Requirements in the Requirements Section of this IFB.

https://arbuy.arkansas.gov/

2.5 ADDITIONAL TERMS AND CONDITIONS

A. This IFB incorporates all of the Solicitation Terms and Conditions located on the TSS OSP website here (Agencies – Forms and Reporting – Solicitation Templates):

https://www.transform.ar.gov/procurement/agencies/forms-and-reporting/.

B. Any special terms and conditions included in this solicitation shall override the Solicitation Terms and Conditions.

C. Unless a Prospective Contractor expressly and conspicuously identifies any exception or exceptions to any of the terms in the Standard Commodities Contract by listing them on the Exceptions Form (See Bid Response Packet), Prospective Contractor agrees and shall adhere to all terms if selected as the successful Contractor. Items identified as non-negotiable may only be modified if the legal requirement is satisfied and approved by the State. The Standard Commodities Contract can be viewed on the TSS OSP website here (Agencies – Forms and Reporting – Solicitation Templates):

https://www.transform.ar.gov/procurement/agencies/forms-and-reporting/.

D. A Prospective Contractor’s bid may be rejected if a Prospective Contractor takes exception to any terms or conditions in the documents listed in 2.5.A and 2.5.C.

2.6 PRICING

A. Prospective Contractor shall include all pricing in the ARBuy portal only.

B. Prospective Contractor shall include all costs associated with fulfilling the Requirements of this IFB.

If any cost is not identified by the successful Contractor but is subsequently incurred in order to achieve successful operation, the Contractor shall bear this additional cost.

C. Prospective Contractor shall include FOB Destination delivery, freight, trip charges, unloading of the equipment, and labor fees in their bid price.

D. To allow time to review bids, prices must be valid for 90-days following the bid opening.

E. DO NOT submit any ancillary information not related to actual pricing.

https://www.transform.ar.gov/procurement/agencies/forms-and-reporting/ https://www.transform.ar.gov/procurement/agencies/forms-and-reporting/